# Order and quote export templates: default, custom and shortcuts ★

> For the administrator: configure the default PDF, Excel and CSV order templates, create custom templates and shortcuts in the Export menu.

Source: https://vendria.com/en/ajuda/modelos-de-exportacao-de-pedidos

## Where to find it

In your account menu, under **Catalog and exports**, on the **Quotes and
orders** tab, in the **Quote and order templates** card.

Templates belong to the **organization**: what you save here applies to all of
its stores.

## Default templates: one per format, and they always exist

The card has a single list, **Templates**, and the defaults come first. At the top is the
**Sent estimate** row, with the **Used by default** badge, which is the template of the
quote sent to the customer (explained further below). Right after it come the three
format **Default templates** (**CSV and TXT**, **Excel** and **PDF**), each with the
**Default** badge. Last comes **Extras**, with the templates the team created.
Each format Default
template holds the rules for that format, and its row shows a summary of the
columns (for example, "5 columns · Code, Description…").

The default template is what comes out when someone downloads the order **without choosing
a template**: the **PDF**, **Excel** and **CSV** items in the order's **Export** menu,
and the **Default template** options of each format in the **Choose template…** window. Changing a
default template changes the everyday download for the whole team.

The **TXT** file has no settings of its own: it uses the rules of the CSV and TXT Default
template.

## How to edit a default template

1. Click the row of the format you want to change, CSV and TXT, Excel or PDF, or its
   pencil. The template screen opens: the list disappears, and the arrow at the top (or the
   browser's Back button) takes you back to the list.
2. Adjust the rules in the editor's blocks: columns, formatting, unit, branch.

There is no save button: each change is saved on its own right after you stop
editing, and the card's footer says **Saved automatically**. Until the save
goes through, the row shows the **Not saved** badge. If the server rejects the change, the
footer says **Not saved: check the warning** and **Discard** appears, which goes back to what
was saved. Leaving the screen midway saves what was pending; closing the tab during that
interval makes the browser ask first.

⚠️ The default template has no **One file per branch (.zip)** option. It only
appears in custom templates.

## The default PDF with no columns is automatic

In the **PDF** Default template, leaving **no column chosen** is a real option: the
PDF adapts to the document and shows image, taxes and discount when they exist.
Choosing columns fixes the layout; to go back to automatic, remove all the
columns.

## Custom templates: variations for specific cases

In the same list, after the defaults, come the custom templates, created by the
team: a layout that only one
customer asks for, the file another system imports, a version with the branches
added up. They are optional: if the defaults do the job, you don't need to create any.

A custom template has a **Format**, chosen in the editor: it is the format
it downloads in, through the **Export** menu shortcut and through the **Choose
template…** window, which shows the format next to the name and doesn't ask for another. For the same
content in another format, duplicate the template and change the copy's format.

## How to create a custom template

1. Click **New template**, at the end of the list.
2. Fill in the **Name** (for example, "Casa Modelo: ERP"). The name can't repeat that of
   another order template in the organization.
3. Under **Format**, choose which format the template downloads in through the shortcut: **Excel**,
   **CSV**, **Text (.txt)** or **PDF**.
4. Under **Highlight in the Export menu**, leave **Yes** for the template to become a shortcut in the
   order's **Export** menu (that's what comes selected), or choose **No** if it
   will only be used through the **Choose template…** window.
5. Build the rules: columns, formatting, unit and **By branch**.
6. Click **Create template**.

To edit it later, click the row's pencil (**Edit template**). The editor opens
on the template screen: the list disappears, the arrow at the top (or the browser's Back button)
takes you back to the list, and **Remove** is also at the top. The editor is divided into
blocks that open and close, each with a summary when closed. Each change is
saved on its own, and the footer says **Saved automatically**. **Close** or leaving the
screen midway saves what was pending; only when the server rejects the change does the screen
ask before discarding.

## Duplicate and remove a template

- **Duplicate the Default template** (copy icon, on a Default template's row)
  opens a new template with that format's rules. Nothing is saved until you
  click **Create template**, and the default stays as it is.
- **Duplicate template** (copy icon) creates a copy with "(copy)" at the
  end of the name. It's the quick way to make a variation of a template that already works.
- **Remove template** (trash can) deletes the template after a confirmation. There is no
  undo. If it was a shortcut, it leaves the **Export** menu too.

## The template of the quote sent to the customer

The quote sent to the customer and the order copy come out of the template in the
**Sent estimate** row of the **Templates** list, at the top, before the format Default
templates, with the **Used by default** badge: it's the paper the customer receives when the
quote is sent. The company can have **several quote templates** (one with IPI
and another without, for example) and chooses which of them goes out.

- With no customization, the row says *"System default: the system's default quote
  goes out"*. The pencil (**Customize the sent estimate**) creates a template
  identical to the one that already goes out and opens the template screen, where the **PDF** section decides what
  goes beyond the table: the header, the totals and the page orientation.
- Once the template is created, the pencil opens the template for editing, and clicking the row does
  the same.
- The eye (**View the preview**) draws the quote over the most recent quote
  you can reach, with what it already has (without querying the ERP). Nothing is saved or
  sent. With no customized quote, the preview is the system's default quote.
- The copy icon (**Duplicate**) creates a copy of the quote in **Extras**,
  not in use, and opens the copy. To make it go out, use **Change**.
- **Change** (arrows icon) shows the company's quote templates. **Use
  as default quote** makes one of them go out, and the order templates appear
  separately, with the same button, which creates a quote from them; **New estimate** creates another one identical to the system
  default and already makes it go out; **Duplicate the current one** copies the one going out today, so
  you change only what you need.
- **Revert to the system default** is inside the open quote, at the top of its
  screen. It takes the template out of use after a confirmation, **without
  deleting it**: it stays in **Extras**, with the **Quote** badge, and **Change**
  uses it again.

The **Default templates** of each format and the templates in **Extras** also have the
preview eye, drawn over the same quote.

Quote templates that aren't going out stay in **Extras** with the
**Estimate** badge: that's where they are edited, duplicated and removed.

Every template that already exists **saves itself**, the quote included: the screen has no
**Save** button, and the footer says **Saved automatically** for every change saved.
Only creating a new template requires clicking **Create template**.

The quote's **Format** is **PDF** or **Excel**, chosen in its editor, in the copy
in **Extras** too. In **PDF** it downloads the paper the customer receives, and the editor
opens the **PDF** section, with the document title, the header, the totals and the page
orientation; in **Excel**, the spreadsheet with the template's columns, and the section disappears, because
none of it goes into the spreadsheet. The quote templates also appear in the quote's **Choose
template…**, each in its own format. The quote **sent** to the customer is still a PDF: the
format applies to the download. On the quote screen, the first item in the
**Export** menu is already the **Default estimate**: it downloads the quote with the template in use, in
its format, highlighted or not. **Highlight in the Export menu** set to
**Yes** applies in the purchase's **Export** menu and in Dri's export menu, where the
template becomes a shortcut and downloads the same paper. The company's first quote template is
born with the highlight on. On a document that is already an order, neither the Default quote
nor the shortcut appears: the quote is the paper of the quote stage.

## ★ shortcuts in the order's Export menu

The ★ turns a custom template into a **one-click shortcut** in the
**Export** menu of the order and the quote, already in the chosen format. In the editor, the ★ is the
**Highlight in the Export menu** field, and a new template is born with it set to **Yes**. To
mark a template that has no ★ directly in the list:

1. On the template's row, click the ★.
2. Under **Download in which format?**, choose **Excel**, **CSV**, **Text (.txt)**
   or **PDF**.

The template moves to the top of **Extras**, with a format badge. You can have
as many shortcuts as you want. The **Move up in the Export menu** and **Move down in the
Export menu** arrows set the order in which they appear in the order's menu. To remove the
shortcut, click the filled ★ again.

⚠️ The ★ turns **no** template into the default. Each format's default is still the
row with the **Default** badge, at the start of the list; the ★ only creates the shortcut.

## Use a template without a shortcut

Every custom template, with or without ★, appears in the **Template** field of the order's
**Choose template…** window, with its format on the right. Those with a shortcut
have a ★ before the name. The window doesn't adjust the template on the spot: to change the
columns of a download, change the template here.

## When it goes wrong

- **"A template with that name already exists"**: two order templates can't
  have the same name. Change the name or use **Duplicate template**, which already generates a
  free name.
- **The shortcut disappeared from the menu**: check that the ★ is still marked on the template. If the
  menu shows **No permission for the shortcut**, the user has no access to the
  export templates.
- **The shortcut downloaded a .zip**: the template has **One file per branch
  (.zip)** and the order is allocated. That's the expected behavior.
- **I changed the default template and nothing changed in the file**: check that the
  card's footer says **Saved automatically** (**Not saved: check the warning** means
  the server rejected the change) and that the download really went through the default, and not
  through a ★ shortcut of another template.
- **The quote shortcut doesn't appear in the Export menu**: the document is already an
  order, and the quote is the paper of the quote stage; or the quote has **Highlight
  in the Export menu** set to **No**.